Please read the present Terms and Conditions carefully before making your decision to register. By finalising your registration, you agree to be bound by these Terms and Conditions. If you do not feel able to accept and meet these Terms and Conditions, do not proceed with registration and payment.
These Terms and Conditions, together with any annexes, constitute the entire agreement between EMBL and you.
Nothing in these Terms and Conditions is intended to confer nor shall confer any benefit on any third party.
If any provision(s) from these Terms and Conditions should be illegal or unenforceable in any respect, the legality and enforceability of the remaining provisions contained in these Terms and Conditions shall not be affected and the parties shall make efforts in good faith to replace any invalid or unenforceable provision with a valid and enforceable one so that the objectives of the Terms and Conditions may be maintained.
Online Registration for EMBL events is subject to the following payment conditions:
Please note that registration and/or application shall only take place if there is serious commitment towards participation.
If your conference / course application is accepted (approved), you are expected to pay immediately to confirm your attendance and accommodations (if provided). In this regard, EMBL and its payment provider WorldPay collects your payment and billing information and will use such information to process your payments.
If you are accepted to a conference/course, we will use your personal information to:
In case you share with us contact details of your emergency contacts, we will process those only in the case of emergency.
We may also share personal information (other than payment information) of conference/course attendees (e.g. in the abstract book, on the event app, on the virtual event platform(s) or in other event softwares) with the other persons attending the same event. The purpose of this is to enable conference/course attendees to contact each other prior to, during or after the conference/course for networking purposes.
Please be aware that for conferences, a pdf file containing all abstracts may be sent out to all delegates approximately one week prior to the meeting.
If the conference you are attending has a mobile event app or a virtual event platform, the abstracts will be made accessible to all delegates approximately two weeks prior to the event and remain accessible for approximately two weeks after it.
Given that participation in a course is open based on prior evaluation of registration and/or application, it is EMBL’s sole discretion to evaluate and select the successful participants to the course. Furthermore, EMBL reserves the right to deactivate without any notice the account of registrants who for two consecutive times register for a course but fail to make the payment as required.
If you agree to speak at an EMBL event, we collect the information described in the previous section. Sometimes we may also request a biography and photograph. We collect this information to make it available to conference applicants and attendees. Accordingly, if you agree to speak at an EMBL event, we post on the respective event website and on any virtual event platform in use, your personal information (other than payment information), including your name, employer, physical work address, work email address, work telephone number and work fax number (mostly by means of directing to your institutional website. This is so that visitors to the EMBL website, including conference / course applicants, attendees and speakers can contact you with questions and requests for more information, and to provide feedback if needed.
EMBL takes photographic and video material of participants at events. In registering for an EMBL event you consent that we may include images of yourself intact or in part for material used in various publications, press releases, promotional activities, or other related endeavors, for non-commercial purposes connected with the defined missions of EMBL. This material may also appear on the EMBL’s internet web page or related social media pages. Should you not agree to be part of the photographic and video material or would like to have your pictures deleted, please inform us via by sending an e-mail to firstname.lastname@example.org or contact one of our colleagues providing assistance during the event.
EMBL welcomes and encourages the use of social media by participants. As a courtesy to other members, as well as to presenters at such events, we ask that you follow accepted social media etiquette.
Please do not
Capture, transmit or redistribute data presented at the meeting – this may preclude subsequent publication of the data in a scholarly journal and/or patent protection. In case of doubt, please contact your technology transfer office.
On-site registration cancellation fees
Virtual registration cancellation fees
Cancellation due to lack of travel visa
If payment has been made by the payment deadline of the event and a visa is not awarded in time to travel to the event, the full registration fee will be reimbursed. In this case, the visa rejection letter or proof that the visa application process has been initiated on time is required before reimbursement is processed.
A lack of participation or cancellation of participation in an on-site course/conference on two consecutive occasions, for which financial assistance is applied for and provided, will be considered a lack of serious commitment towards participation in any EMBL courses/conferences. In this event, EMBL reserves the right to deactivate without notice the registrant’s account
Change of registration between on-site and virtual participation modes
Should you decide to change your mode of participation from on-site to virtual or vice-versa, you should do this by first cancelling the existing registration and then registering again as desired. Fees for cancellation apply as above depending upon the time of the change. Please note that the deadlines for on-site registration are earlier than those for virtual.
Cancellation of registration by EMBL due to force majeure
Any circumstances beyond the reasonable control of EMBL, including but not limited to acts of nature, fire, severe thunderstorm, earthquakes, volcanic eruptions, terror, threats, pandemics, local or international health crises, security / safety risks or flooding shall constitute “force majeure”. If the force majeure is affecting an EMBL event, EMBL will notify the participants of such event without undue delay.
When EMBL is subject to force majeure, it shall be released from the performance of its obligations relating to any events (partially or wholly) to the extent that such performance is affected by the force majeure.
EMBL may take reasonable steps to minimize the consequences of the force majeure on its events and it is entitled to reschedule or shorten (in all cases partially or wholly) an event and any performance related to such event.
For termination of contract concerning an event between EMBL and the participant due force majeure, this shall be without any liability for either party, except in so far as has accrued prior to the date on which the termination of the contract takes effect.
Each party to the contract concerning the event (EMBL and the participant) shall itself be responsible for all direct and indirect financial consequences affecting it as a result of or in connection with the force majeure. The occurrence of force majeure shall not entitle either party to any additional payment or compensation.
In the event of a cancellation due to force majeure, EMBL will reimburse a participant registered for the cancelled event any payment made to EMBL for participation in such event. Refunds are issued for events cancelled by EMBL. The reimbursement shall concern only payments made to EMBL for participation in the event and shall exclude for this purpose any other costs committed by participants or associated with their attendance in an EMBL event such as any travel, accommodation etc.
EMBL shall be held free and harmless from any loss and damage, including personal injury and death and related legal costs, resulting from the acts or omissions of a participant to an EMBL conference, course or event.
Except in case of gross negligence or willful misconduct on its part, EMBL shall not be liable for any loss or damages, including but not limited to:
Participants are not covered by any EMBL medical or travel insurance and are required to make appropriate arrangements for their own medical, repatriation and travel insurance, including coverage for loss of, or damage to, their belongings.
In all cases, participants will be responsible for their cost of travel to the location of the conference, course or event, as well as for the costs of all meals not included in the programme of the event, local transport and other living expenses. Participants will also have to make their own arrangements for passports, visas, travel insurance and medical insurance. Should EMBL cancel an event due to force majeure, all such costs will continue to remain solely in the responsibility of the participants. EMBL shall have no responsibility for any such claims from the participants.
Any payment disputes, controversy or claim arising under or pursuant to these Terms and Conditions shall be settled, to the extent possible, amicably. That failing, you agree to submit any such dispute to final and binding arbitration under the expedited proceedings of the German Institution of Arbitration e.V. (DIS) and without recourse to the ordinary courts of law (the place of arbitration shall be Heidelberg, Germany; the language of the arbitration shall be English). Nothing contained in or related to these Terms and Conditions shall be deemed or interpreted as a waiver, express or implied, of any privileges and immunities accorded to EMBL by its constituent documents or international law.
The EMBL site contains links to third party websites or resources. Their inclusion does not imply any endorsement or approval by EMBL, and these are provided for your information and convenience only. EMBL accepts no responsibility of liability in respect thereof.
This Annex complements the provisions of the main Terms and Conditions.
In case of conflict between this Annex and the main Terms and Conditions, provisions of this Annex shall prevail.
As per the Code of Conduct put forth in the Terms and Conditions, you are obliged to follow EMBL’s internal policies, including the health & safety policy and instructions applicable at the time of the event.
Please note that EMBL’s requirements regarding access to and attendance in our events may be more strict than local or national regulations.
Please read the latest version of the COVID-19 safety policy for on-site events at EMBL Heidelberg to understand how it may affect your participation in our events.
Please be sure to thoroughly check and keep yourself updated on any requirements for testing or quarantine or international travel on your route to and from EMBL Heidelberg. A recommended source for current information in English on entry requirements to Germany is the German Ministry for Health.
Except in case of gross negligence or willful misconduct on its part, EMBL shall not be liable for:
In light of the foregoing, you shall book flexible travel/ accommodation and take out travel insurance that covers you for these eventualities.
Cancellation by EMBL
EMBL will cancel the conference or course if:
Should this occur, EMBL will reimburse participants for any payment made to EMBL for participation in such an event.
Cancellation of registration by an on-site participant prevented from travelling due to COVID-19
If a registration for on-site participation is cancelled due to unforeseeable changes in international COVID-19 travel restrictions and/or entry requirements, EMBL will, on a case-by-case basis, consider requests for a full reimbursement of any registration fee paid to EMBL regardless of when the notice is given.
Cancellation of registration by an on-site participant prevented from travelling due to lack of a visa to enter Germany
If registration is cancelled due to a visa not being awarded on time to travel to the event, the registration fee will be reimbursed in full only in the case, in which the visa application process has been initiated on time and was not a result of a failure to comply with applicable visa requirements, including a failure to provide valid proof of COVID-19 vaccination/recovery (if required). Valid proof is required before reimbursement is processed.
For the avoidance of doubt, EMBL does not accept liability for other costs committed to by participants or associated with their attendance in an EMBL event such as those for any travel, accommodation etc. You shall book flexible travel and take out travel insurance that covers you for these eventualities.